Minutes of the Meeting of CHURCH CROOKHAM PARISH COUNCIL

Transcription

1 Minutes of the Meeting of CHURCH CROOKHAM PARISH COUNCIL Date and Time: Place: Monday 22 nd April pm Willis Hall, Church Crookham Present: Councillors: Also: Nick Harris (NH) (Chairman), Helen Butler (HB), Pat Lowe (PL), Gill Scott (GS), John Bennison (JB), Jenny Radley (JR), Andrea Ong (AO), Bill Shambrook (BS) Jayne Hawkins () There was 3 members of the public present. 75/13 Apologies for Absence There were apologies for absence from Cllr. Kate Grant and Cllr. Michael Burford. 76/13 Approval of the minutes The minutes of the previous Parish Council meeting held on the 25 th March 2013 were agreed and then signed as a true reflection of the meeting. The minutes and recommendations of the following committee meetings were all accepted. Planning 25/03/2013, 8/4/2013 Sports and Recreation 8/4/2013 Policy and Finance 15/4/ /13 Dispensations To receive any written requests for disclosable pecuniary interest dispensation from members. There were no written requests for dispensations. 78/13 Declaration of interest relating to items on the agenda There were no declarations of interest. 79/13 To receive chairman s announcements The Chairman gave the following announcements: - Safer places cards were available for Councillors to look at. - The had been asked to write an article on Crookham Park for the Gurkha Welfare Trust magazine. - Reminder CPRE training 7 th May, Winchester, Parish and Neighbourhood plans. JR agreed to attend. - Working Practices meeting paperwork will be sent out by , if councillors require hard copies they must ask the clerk - Any presentations for the Annual Parish Meeting should be circulated before and approved at the Parish Council meeting on 20 th May - LEAP and LAPS at Hightrees final design sent to Helen following amendments requested by residents. Helen will agree to the design. - Street Snooker issues are starting between paid booking and free use of the five a side. More bookings are reducing the time available for local children especially now the evenings are getting lighter. Football teams at Peter Driver have been consulted and those that attended the football meeting voted unanimously for the street snooker to be installed at Peter Page: 1

2 Driver. Kick board, plus score board, plus sand filled artificial turf and two robust benches installed in concrete. Comes out at 15,998 plus vat. If ordered on 13 th May after Sports and Rec it should be installed by end of June. This will be put on the next Sports and recreation committee agenda for discussion and approval. - Request from a resident to install a memorial bench at Azalea Park. The lady has been asked to supply details of bench and preferred location and it will be brought to the next Sports and Rec meeting. - Cllr Ong attended a changing futures event on Friday updates to be circulated. 80/13 Public Session An opportunity for members of the public to bring matters to the attention of the Parish Council (3 minutes per person, 15mins maximum). There were no comments from members of the public. 81/13 Village Agent Clive Heathcock the Village Agent for Church Crookham gave a brief talk about the Village Agent Scheme and his role. Clive explained that this was a voluntary role for 4-6 hours a week. The scheme aims to look after the wellbeing of older people by helping them to access services and resources that may be helpful to them. The scheme is managed by age concern and Hampshire County Council. Councillor Radley agreed to pass on the details of the manager at the Grange. Mr Heathcock was invited to attend the APM and hand out leaflets. It was agreed to advertise the Village agents public meeting in the Parish Magazine. The Chairman thanked Mr Heathcock for his role in this worthwhile venture. JR 82/13 Year-end reports The Chairman reported that year end summaries had been circulated to all Councillors and that the Chairman of Policy and Finance Committee and the had reviewed all the end of year reports in detail including the P35 annual payroll form and the annual pension return. The following summary was circulated. Summary Income: 426,339 Additional income due to S106 payments from Crookham Park 149K, S106 grant for playground 50K and 25K from land transfer and release of covenant. Expenditure: 269,972 Expenditure high mainly due to Azalea Park playground project which cost 115K Annual Precept: 173,530 Other income: 252,809 Total income: 426,339 Employment costs: 46,210 Administration costs: 23,748 Peter Driver premises 17,986 Grounds Maintenance 31,961 Supplies and Services 726 Community Support 21,860 Project costs 124,540 Total expenditure 269,972 Page: 2

3 Earmarked Reserves 216,476 General reserves 87, Total Reserves 303, Year End Reserves: S106 Crookham Park money added to earmarked reserves at end of year Green Energy, Playground replacement, 3G replacement and community centre running costs also added to earmarked reserves at year end. Giving 304 total reserves, 87K general reserves and 216K earmarked reserves The Parish Council approved the year end reports. Nick Harris (chairman) and Jayne Hawkins (RFO) signed the balance sheet, income and expenditure account, draft annual form, working detail for reserves reconciliation, Payroll and Pensions forms. The was asked to complete the annual audit return based on these figures. It was explained that all variances have to be explained and this year there will have to be a lot of detail due the large variances from last year, this information and the annual audit form will be brought to the AGM on 20 th May for approval. 83/13 Reserves It was decided to accept the recommendations of the Finance and Policy Committee with regard to earmarked reserves for Peter Driver Boiler, Steel roof and pitch levelling will be amalgamated into a Peter Driver improvements reserve and 10K added from general reserves. 10K would be added to Community Youth Projects from general reserves and 17K would be put into a new earmarked reserve for Community Centre planning costs. Proposed earmarked reserves: Community Youth Projects (skate park) - 40K (plus 10K) Peter Driver Improvements 25K (Boiler, Steel roof, pitches, + 10K) Community Centre Green energy Projects - 5K Community Centre running costs - 10K Playground replacement - 4K 3G surface replacement - 3K Planning Community Centre 17K S106 - Sandy Lane Car Park 20.22K S106 Allotment SANG Car Park K It was noted that once the above changes were made to the earmarked reserves the general reserves would be 50.5K. The will put the additional reserves into RBS. 84/13 Annual Parish Meeting 23 rd May A draft agenda and a draft annual Parish Report were circulated. A leaflet advertising the event was also circulated. All documents were approved. It was reported that Baxter and King have agreed to set up a stand showing plans of the nursing home, Clive Heathcock village agent, Caroline Webster and Adam Merrick had been invited. The clerk was also asked to invite Community Safety team and the dog warden. 85/13 Newsletter It was agreed to include the following topics in the next newsletter providing there is sufficient space to be distributed early June. It was suggested that we could issue a 6 or 8 page newsletter with larger print if there is a large response from local clubs. Local societies: - Village agent Clive Heathcock - Church Crookham Garden Society Terry Eggerton Page: 3

4 - Riding for disabled Parish Council grants overview SDG Civic action day Gillian Wain Parish Precept AO Crookham Park to include update on School, community centre and SANG land GS/JH Peter Driver update (Nursing home, street snooker, other improvements) JH Councillor diary KG Chairman s update Chairman Memorial improvements SDG Azalea Park improvements: planting, Map board, footpath JH Football advert for summer SDG Coronation note following last year s Jubilee celebrations Parish Plan update refer residents to graphs on website. Maybe pick put some of the more interesting data. If information is available also include an update on FACC consultation. / Deputy 86/13 Resident request regarding overhanging branches A letter had been received a from a resident requesting that the Parish Council cut back branches on Parish Council owned trees that overhang the resident s garden. The letter had been circulated. It was decided that the Parish Council should produce a tree policy so that a common policy could be applied to all requests such as this. It was agreed that the resident should be advised that he could remove branches that overhang his land but that permission would be needed from Hart District Council as the trees all had TPOs on them. The should also ask the resident to inform her if he wished the rubbish to be removed. This was proposed by Cllr. Harris, seconded by Cllr. Shambrook and agreed by all. The was asked to investigate tree policies used by other parish councils 87/13 Resident request regarding unnecessary signage and litter It was reported that the Parish had received a request from a resident wanting action taken about the number of unnecessary signs in the Parish and litter around Tesco Express The clerk was asked to reply to the resident and inform him that the Civic action day would be asked to address litter around Tesco Express and that he would be welcome to join in and that a letter would be written to Tesco Express regarding the amount of litter around the site. With regard to unwanted signage in the Parish, Highways have a right to remove any signs that are a danger to road users because they block sight lines 88/13 SANG land project It was reported that a draft letter had been circulated that outlined the concerns that Ewshot Parish Council and Church Crookham Parish Council had about the SANG Land Project. The content was agreed and the was asked to send the letter to Hart District Council. The was asked to ask Ewshot Parish Council if they would like to meet again to decide if they wish to continue to work together and whether they would like to request a meeting with Hart District Council to raise some of the issues brought up by Matt Beal (Area Countryside Access Manager North) Page: 4

5 89/ Commemorations To consider whether the Parish Council want to plan any 2014 Commemorations WWI Centenary and D-Day 70 th anniversary. Initiate restoration work on war memorial and new engraving. It was decided to start work on the war memorial and get quotes for lettering and painting of letters. The has contacted RBL to ask if they are planning any events but was still waiting a reply. The clerk was asked to make enquiries to find out if the following organisations had any plans for 2014: - Crookham War Memorial Trust - Aldershot Garrison - RAF Odiham - Fleet Historical Society The was asked to get quotes for the lettering on the war memorial with an aim to completing the work before November /13 To discuss Parish Council representation on external bodies To review those external bodies which the Parish Council has representation on and to decide whether they wish to continue in and whether there are any more that should be added. The following list was agreed: Fleet Link FACC HDAPTC Memorial Hall Parish Plan group Friends of Azalea Park Alms Houses Fleet and Church Crookham in Bloom Schools Committee Crookham Park Highways Steering Group Bourley & Long Valley Conservation Group HB JB MB NH AO MB NH KG HB NH PL AO HB GS JR MB KG NH JR It was agreed to add the following for review at the AGM on 20 th May. 91/13 Highways To receive an update on highways projects and to discuss forming a Highways Committee to drive projects forward. It was agreed that a Highways Committee should be formed, it was suggested that Councillors JR, KG, MJB,NH,AO,HB would sit on the committee, the clerk will have to check with Cllr Grant and Cllr Burford who were not at the meeting. Along with taking the lead with all highways related issues the highways committee would be tasked with prioritising the existing highways projects and discussing these with Andrew Kettlewell from HCC Highways to establish which if any could be progressed this year using the S106 money that was allocated to Church Crookham. The agreed to organise a meeting. Cllr Harris suggested that the road from the allotments to Naishes Lane requires resurfacing and this may be a possible contender for S106 money, although it will have to be prioritised alongside other highways projects. Page: 5

6 Councillor Radley gave an update on the Hope and Clay construction of the new roundabout on Sandy Lane/Naishes Lane. 92/13 Community Centre update To receive an update on the community centre following a meeting with TW on 17 th April Councillor Scott gave the following update: Taylor Wimpey have produced 3 plans - Option sq m cost 933K - Option sq m cost million increased play group space and office meeting room space. - Option sq m cost million increase all hall space and office and meeting room space All designs were metal frame with block and brick. Next meeting planned for 1 st May at 3.00pm, TW to look at removing changing rooms from main building and adding portacabin building on side for sports changing. It was reported that a meeting with the Athletics and Cricket club would also be taking place on the 1 st May in the evening. 93/13 To approve payment of accounts and to review any quotations received The accounts for March and payments for April were approved by all and signed. It was agreed to accept a quote for a metal barrier at the edge of the pavement in Lynwood. Page: 6

7 94/13 To receive the s report. 1. Football Meeting A meeting with football teams took place on 16 th March and was chaired by Sam Knowles and Sally du Gay. 6 teams attended 3 grass and 3 five a side. All praised the facilities and all supported installing street snooker. They discussed other improvements they would like at Peter Driver which included: nets across top of goals, secure storage for balls and nets, some urinals, improvements to goal mouth maintenance. Car parking is seen as the main issue. Lots of tension on Tuesday evenings and poor parking would prevent emergency vehicle access. 2. SANG land update ALS are on last stages of the Bridal Path and are putting the top surface on. This will be finished this month. They will be onto the bund next month for which they now have final approval. They are currently agreeing the detail of the 5 year maintenance plan and hope to have this in place in the next couple of weeks. They have maintenance built into their contract up to the end of July and then they will start the 5 year plan. The fencing and tree works continue. They have not been instructed to put any new gates in on Sandy Lane but I believe that Bill Luck is now going to give instruction to do this. ALS has said that the Bridal way is definitely just for horses and quite definitely not for cyclists or pedestrians. There are a number of crossing points on the route but these are just for transiting over the Bridal Way. They will shortly be installing the horse gates at all the entrances and exits which will prohibit any other access. 3. Crookham Park update The Local Centre is progressing, the private flats are now in the dry this week and they will be dry-lining next week. The roof construction is on-going and they expect it to be finished by the end of next week (roof trusses), with the roof tiling following on. Inside, the first fixes are complete to the first floor, and they are now, as the roof is been covered in, starting on the top floor. Externally, they should be adapting the scaffolding next week to start cleaning down, mastic to windows, etc, from the private flats end. The Spine Road - from Naishes Lane, the road, to base level, is 50% complete (by the Twin Oakes) works are progressing to complete these works by the end of June. School -There is a meeting with Miller Construction and Hampshire CC to discuss their starting on site on Friday, 19 th April. Contrary to rumours circulating the school is progressing as planned. The public art contribution is due on the 237 th occupation which is anticipated to be July The Allotments -no further works have been undertaken as the weather has been too bad to send any plant or machinery into it. Once the weather improves, they will then proceed to level and import the topsoil. Phase 1 of the allotments is due for handover on the 200 th occupation which is anticipated to be January Phase 2 is due by 610 th occupation which is anticipated to be January However there is a possibility that all the allotments will be handed over in one tranche. 4. Baxter and King Nursing Home update Works have commenced on site, footings and sewer connections are in progress. Masonry due to commence on the Ground floor planks due , they will have mobile cranes in operation during this period. Page: 7 Water has been connected, from the pavilion. They are still trying to establish a line of communication with the appropriate highways department to confirm the possibility/ feasibility of a second entrance to the car park.

8 Initial comments are that the entrance would pose a risk of damage to the highway and vehicles due to the angle of the slope. 5. Allotments letters sent out to residents on the waiting list last week 6. Parish Lengthsman Scheme in contact with Newnham Parish Council who would be the lead council in the cluster if the scheme goes ahead. The Newnham is in contact with HCC, awaiting update. 7. Saving deposit bond - 12 month bond opened, 2% interest, deposit 140,000, interest payable 2,503.64, total repayment 1/3/ , Training Courses HALC and SLCC list circulated, Councillors to let the know if they wish to attend any courses. 9. Year end: RBS completed the year end accounts and software upgrade on 9 th April Main audit visit will take place on 16 th May 2013 and the audit forms will need to be signed and sent to BDO by the 25 th June at the latest. 95/13 To receive monthly safety report The monthly safety report was circulated. 96/13 To receive monthly crime report The monthly crime report was received and reviewed 97/13 To receive other reports. 1. Quetta and Humphrey Park nothing to report 2. Fleet Link (HB) -nothing to report, meeting coming up in June 3. HDAPTC (NH) minutes circulated 4. FACC (JB) nothing to report, meeting coming up in June 5. Memorial Hall (MB) nothing to report 6. Allotments (HB) allotment letter has been sent to those on the list within the qualifying parishes 7. Community Plan most of graphs have been produced 8. Alms Houses meeting this week 98/13 Items for next meeting - Feedback from internal auditor - Approval of audit form and submission reports - Full approval for street snooker of approved by S&R - Approval of annual report and Chairman s presentation plus any other presentations 99/13 Date of next meeting: 20 th May AGM There being no further business, the meeting closed at 10:15 pm Signed Date. Page: 8